2017 Team Captain Packet Saturday, May 13, 2017 Old Trace Park, Ridgeland, MS

Transcription

1 2017 Team Captain Packet Saturday, May 13, Gluckstadt Rd. Bldg 300 Ste. F Madison, Ms (o) (c) elizabeth@madisoncountychamber.com

2 Dear Team Captain: On behalf of the Madison County Chamber of Commerce, we want to welcome you to the 9th Annual Dragon Boat Regatta! Our intent is to continue to provide a fun and competitive racing event as well as a great family outing. So, whether you are a part of a first time team or coming back for a ninth year, we think you will connect with the energy and excitement of the world s fastest growing water sport. We are thankful you have agreed to serve as your Team Captain as this is a vital role in the success of the Dragon Boat Regatta. As Team Captain, you are the official liaison between your team and the Madison County Chamber of Commerce. The following packet was created to give you all of the details you need to perform the Team Captain duties, as well as all of the information you need to provide to your team members. In order to ensure a positive experience, please read all of information in this packet and sent to you via and any written correspondence and disseminate this information as necessary to your teammates. If you have any questions, please do not hesitate to contact us at or elizabeth@madisoncountychamber.com. We look forward to meeting you and your team soon! Paddles Up! Elizabeth Brassard, Programs and Events Coordinator Madison County Chamber of Commerce

3 Frequently Asked Questions Do we have to build our own boat? o No. We will supply everything you need for the race including boat, paddles, life vests and steersperson. How long is the course? o 300 meters (This is subject to change as the course is set up at the discretion of the event organizers and GWN.) How do we do this exactly? o Boats are 40 feet long and 4 feet wide, comprised of 10 rows of 2. Each team will be provided a qualified steersperson. o Each team will race 3 times on Saturday: in a qualifying heat, a semi-final race and a final race. The qualifying heat will determine the Division of each team for the Semi-Final and Final Championship Race. o Your team will be assigned a Team Liaison who should call you to marshaling. How do I reserve tent space? o Tent spaces are first come, first serve by contacting the Chamber. o You may order a tent through the Chamber or can bring your own. How do I book a practice time? o You must be paid in full to book a practice time o They are first come, first serve by contacting the Chamber. How do I keep up with scoring on event day? o Official times and finishing positions will be announced as results become available and will be posted at the SCOREBOARD by the stage area. Team advancement into divisional semi-finals will be posted as soon as it is determined by qualifying heats. o Download the MCCOC app on your smartphone and sign up for notifications for Dragon Boat What do we win? o Grand Champion, 2 nd, 3 rd & 4 th Place of Division A (fastest division), 1 st Place of Divisions B - F o If your team falls within an industry division, the winner will be determined during qualifications. o Grand Champion - The option to have a tent space on Winner s Corner for the 2017 Regatta o Awards judged by a panel Best Paddle (awarded at the Paddlers Party on Thursday night) Best Tent Decorations Best Costume Best T-Shirt Design Best Drummer Best Team Name Electronic timing with manual back-up and finish line video replay will record official race times.

4 TEAM CAPTAIN S TO DO LIST BEFORE THE EVENT Recruit Team Members Minimum of 20 paddlers (minimum of 8 female, maximum of 12 male); 1 drummer and 4 alternates. Must be at least 16 years old. Choose a Team Name and have fun with it! Examples include: Boatload of B.S. (Butler Snow) Sir Osis of the River (Medicomp Physical Therapy) Pear Oar-Chard Paddling Crew (Pear Oar-chard Pres. Church) Quack Attack (Aflac Insurance) Schedule Your Team Practice Balance must be PAID IN FULL to book a practice. Practices are first come, first served. Practice times are scheduled for Monday, May 8th, Tuesday, May 9 th and Wednesday, May 10 th, from 4:00 pm until 9:00 pm at The Pelican Cove Grill on the Reservoir in 1 hour increments. Must have at least 16 ACTUAL team member paddlers in the boat for practice. Arrive 30 minutes PRIOR to your practice start time. All practicing participants MUST have waivers on file. PLEASE communicate with your team that children are not allowed at practice sessions. Check in at the tent set up in the back of the parking lot of the Pelican Cove Grill. The Pelican Cove Grill will be offering food and drink specials to all paddlers who are wearing wristbands. Reserve Your Space Space is available for reservation on a first come first serve basis. Tents can be purchased through the Chamber or you may have your own personal tent. (see order form attached for pricing) Waterfront: $200 each for a 10X30 spot 2 nd Row: $100 each for a 10X30 spot Tent set up/decorating is NO EARLIER than 6:00 am on Saturday, May 13 th, and must be dismantled after the Awards Ceremony on Saturday. "Quiet"/small generators, with a decibel rating of 60 or lower will be allowed in your tent space. Generators that create excessive noise, emission hazards or other safety concerns will not be permitted. Let your team know your tent location. Coordinate Your Team Uniform t-shirts, costumes and war paint encouraged! Complete the Team Roster and Return to the Chamber by Friday, May 5 th Sign & Collect Waivers by Desired Practice Time ALL team members must have a waiver on file and signed PRIOR to their team practice and/or on race day. Coordinate Food and Beverage Teams are welcome to bring food and beverages. Old Trace Park is an alcohol free park. Vendors will be selling food on site. You may work directly with the vendors for corporate pricing and they will invoice you after the event. Grills are permitted as long as they are considered a BACKYARD GRILL. NO smokers!

5 Buy Your Tickets to the Paddler s Party The official ADULTS ONLY kickoff party held at the The Lake House, Thursday, May 11 th, featuring live music, food and a cash bar. Tickets are $25 each. (135 Madison Landing Circle, Ridgeland) All parking is at The Lake House venue and also Madison Landing near Cock of the Walk Restaurant. Decorate Your Paddle Paddles can be picked up at the Chamber office on Monday, April 24 from 9am-5pm. Have your group design the paddle to match the theme of your team name, business identity, or the Dragon Boat concept. Be as CREATIVE as you want but a portion of the paddle must be visible in your design! Collect your paddle after the party to hang at your tent on race day. You must deliver your finished paddle to The Lake House NO LATER than 5pm on May 10 th. 1st, 2nd & 3rd place will be chosen by celebrity judges and trophies will be awarded at the Paddler s Party. Attend the Team Captain s Meeting A MANDATORY meeting will be held on Friday, May 11th, at 6:00 pm at TBA. If you cannot attend you MUST send someone in your place. Team wristbands will be distributed as you hear the race rules from GWN staff. Manage Communications Communicate all pertinent race information with team members. Download the MCCOC App for event day notifications such as race times. Encourage family and co-workers to join the fun on race day! Take it to the Next Level Up your communications! Keep your team updated on race day who will be paddling and what time your next race will be (dry erase board, chalk board, etc.). Encourage your team to be prepared to stay all day and to pay attention to the marshaling calls and not the schedule! If you are interested in ordering customized team paddles and life vests with your company s logo on them, you can contact the Madison County Chamber. If you are interested in ordering team t-shirts, you may do so by contacting Balt Benavides at Event Day: Saturday, May 11 th, 2017 Parking Team parking will be available at Holmes Community College in Ridgeland. Shuttles will be running all day. Please allow at least a 15 min shuttle ride to Old Trace Park. You will receive 2 VIP parking passes. Please make plans for unloading things needed at your tent and HIGHLY encourage your team to carpool. Coordinate Logistics Distribute wristbands to team members. Assemble team members to the center stage by 9:00 am for opening ceremonies. Clean Up Pick up all trash and take down all banners and personal tents before you leave.

6 Team Rules Each team must follow the Safety Rules as outlined in NOARA safety plan provided. Each team must complete a roster of up to 25 participants. Rosters need to be submitted by Friday, May 5, Final changes are due NO LATER than Friday, May 12 th. Each team member must be a minimum of 16 years old on the day of the race. Each team must have a minimum of 8 female paddlers and 8 male paddlers for a minimum of 16 paddlers. For every female paddler less than 8 in the boat, one male paddler must be removed. For example, with 8 women paddlers you may have 12 male paddlers in the boat for a total of 20 paddlers. With 7 female paddlers you will be allowed 11 male paddlers for a total of 18 paddlers, etc. Paddlers may be rostered for only one team. Drummers may be on multiple rosters but races will not be held for drummers who were not on shore to board with the rest of the crew. Each team member is required to sign a waiver before practicing and for race day. Each team must designate a Team Captain to liaison with Race Officials and complete Captain s responsibilities. This can be a paddling or non-paddling person. Team Captain must attend the meeting held on Friday, May 12th at 6:00 pm at TBA. Each team member must wear a wristband to compete. Wristbands will be checked at the marshalling area and need to be securely fastened. Loose wristbands will be replaced. Do not pass wristbands out until race day. If team members lose wristbands please report to the info tent immediately for a replacement. Race Rules Participants must obey Race Officials and Steerspersons at all times when on docks or on the water. Failure to observe safety directions will result in a time penalty or disqualification. Teams may use equipment provided by Great White North (GWN) or U.S. Coast Guard approved life jackets and IDBF 2.02a spec paddles with stickers indicating compliance. Failure of any team member to wear a lifejacket while on the water will result in disqualification. Drummers must be actively drumming at all times, from after the first 50 meters until the end. If you are protesting the result of a race, the protest must be filed by the Team Captain with the GWN Race Director within 15 minutes of the times being posted. A fee of $50 must accompany each protest. If your protest is upheld you will have the $50 protest fee returned. If the protest is overturned the $50 is taken by the Madison County Chamber. The Race Director has discretion to penalize teams for team member s behavior, speech, and actions. Possibility of time penalties, individual disqualification or team disqualifications. Teams are responsible to pay for any equipment damaged by team members. Team members are prohibited from consuming alcohol or using illegal drugs prior to and during their races. Alcohol or drug use prior to and during races may result in disqualification. In the event of bad weather (thunderstorms, high winds, lightning, etc.) the Race Director may order the teams off the water. The Race Director will make every effort possible to ensure that races continue. Only when it is deemed unsafe and hazardous to participants will racing be postponed or suspended. The Race Director will communicate with Team Captains as needed. Modifications The Madison County Chamber & GWN reserve the right to modify the rules. Team Captains will be advised of any modification and should inform their team members.

7 TEAM ROSTER FORM Team Name: Company: Team Captain: Cell: All team roster forms should be submitted no later than Friday, May 5 th by to elizabeth@madisoncountychamber.com or fax to o Please list 20 paddlers (minimum of 8 female, maximum of 12 male); 1 Drummer and 4 alternates No. Paddler s Name (please print) Gender 1 Drummer Alternate 23 Alternate 24 Alternate 25 Alternate *Any team that allows a person not listed on the Team Roster or without a signed waiver to race will be disqualified

8 TEAM MEMBER INFORMATION SHEET Waiver No team member will be allowed to participate without a signed waiver. Please make sure to complete this task with your Team Captain prior to the practice and/or competition. Practice Practices are held on Monday, May 8 th, Tuesday, May 9 th and Wednesday, May 10 th, at Pelican Cove Grill on the Reservoir. Your team captain will relay what day and time you are scheduled to you. Kids are NOT permitted at practice. Pelican Cove Grill will also be offering food and drink specials the entire week of the event to paddlers. Paddlers Party All team members and friends are invited to attend this adult only party that serves as the official kickoff party for the Dragon Boat Regatta, Thursday, May 11 th from 6:00 pm -10:00 pm at The Lake House. Tickets are $25. The paddler s party will feature live music, food and a cash bar! Parking is available at the The Lake House venue or Madison Landing parking lot. Purchase tickets early by visiting paddlesontherez.com or calling Arrival Team members should arrive at Old Trace Park, Barnett Reservoir, between 8:00 and 8:30 am on Saturday, May 13 th, to check in with your Team Captain and get your wristband. Opening ceremonies will begin at 9:00 am. (IMPORTANT: the wristband provided must be worn tightly for the duration of the event) Please be on time and be prepared to stay until the end of the Regatta (approx. 4:30 pm). IMPORTANT: Please pay attention to marshalling calls, not the schedule, in the event we are ahead. Parking All participants MUST park in the parking lot at Holmes Community College in Ridgeland. Old Trace Park parking lot is RESERVED for sponsors, volunteers, VIP s, handicap and Team Captains. NO EXCEPTIONS. The address to the parking lot is 412 West Ridgeland Avenue, Ridgeland, MS A shuttle will be there to pick you up. There will be shuttles running all day for your convenience. *Please note the shuttle time is approx. 10 min from parking lot to Old Trace Park. What is Provided The Regatta provides all the necessary equipment needed to participate including the boat, paddles and lifejackets. Teams may bring food and beverages however, alcohol is not permitted. A first aid station will be on site. What to Bring Come prepared to have fun! Dress accordingly because you may get wet and dirty! It is highly recommended that you wear some type of gloves to prevent blisters on your hands. It is recommended not to wear jewelry as it may get in the way or may be lost while paddling. Wear shoes that are sturdy no sandals. Family and friends are welcome! Optional items: sunscreen, bug spray, sunglasses, chairs, blankets, dry clothes, towel, hat, water, snacks, money for food, team uniform/costume, and rain ponchos. There will be down time in between the races so feel free to bring games, Frisbees, footballs, etc. Kids Zone A FREE Kids Zone will be on site featuring slides, jumpers, face painting and more! If your children require supervision while you are paddling please make arrangements, the Kids Zone is NOT responsible and is enter at your own risk. The event will be held rain or shine. If there is thunder and lightning, the race will be delayed until it is safe. Sorry, no refunds.

9 2017 EVENT MAP

10 2017 ORDER FORM (submit by May 1,2017) Company/Organization: Team Captain: Cell: Ancillary Items: Space (choose 1) Waterfront Space* $200 2 nd Row Space* $100 *10X30 space is assigned on a first come first served basis Tents (choose 1) 10x10 $110 10x20 $220 10x30 $330 10x50 * $660 *only available for teams who purchase two spaces side by side Tables & Chairs 8 ft. table Chairs Other items Paddler s Party Tickets Official Regatta T-shirt $12 X Quantity $2 X Quantity $25 each X Quantity $15 each X Quantity Total Cost: $ Check Credit Card Credit Card Number: Expiration Date: 3 digit security code: Mailing Zip Code: Send Invoice Make checks payable to: Madison County Chamber of Commerce 618 Crescent Blvd., Suite 101, Ridgeland, MS (O) (F) elizabeth@madisoncountychamber.com